How to Process Report of Death at PH Embassy Malaysia

Overseas Filipinos need to process a Report of Death (ROD) in Malaysia thru the Philippine Embassy to declare the event, both in the country and in the homeland. Reporting a Filipino death in Malaysia will enable the Philippine government to provide assistance and respond accordingly (i.e., repatriation).

You might think that this process can be complicated because you’re based abroad, right? However, that’s not the case because the Philippine Embassy can assist you with this process in a few simple steps, which we’ll discuss in this guide. We’ll also share some helpful information, answer some FAQs, and give you some tips to ensure that you can prepare well for this process. Keep reading until the end to learn more.

Guide to Filing a Report of Death in Embassy of the Philippines in Kuala Lumpur, Malaysia

Death is always a difficult time, especially for the bereaved family and loved ones. This can be more complicated if it takes place overseas, far from any relatives or loved ones. Whether you are in the Philippines or based overseas, like in Malaysia, you should know the process of reporting a death, and you can do this from Malaysia by filing a report of death (ROD) at the Philippine Embassy in Kuala Lumpur.

Why File a Report of Death (ROD)?

Aside from legally documenting a death overseas, a report of death (which is similar to a death certificate overseas) is an important document for Filipinos to avail of certain benefits in Malaysia and back home. Here are some of the things you need to know when filing this report.

A death certificate is an official document that states the details of a person who died, including the name of the individual, the date of birth and the date of death.

In the Philippines, these are the pieces of information you can find in a death certificate:

• Complete name and address of the requesting party
• Complete name of the deceased person
• Date of death
• Number of copies needed
• Place of death
• Place of marriage
• Purpose of the certification

Before receiving a death certificate, the interested individual should provide all the necessary details to enable the proper verification of their death.

What is a Report of Death?

The Report of Death is a type of document issued by the Philippine government to confirm the death of a person. It is sent to the Philippines’ main civil registry authority, the PSA.

If a Filipino national dies in Malaysia, the embassy can be contacted by a family member, co-worker, employer/sponsor, company representative or any person concerned for the filing of the ROD.

Requirements

To file a report of death at the Philippine Embassy, you will need to prepare the following documents:

For those filing a delayed registration of ROD of Filipinos (before 2020), prepare five (5) sets of the following documents arranged as follows:

1. Report of Death Form (ROD Form Rev. 01 24 April 2018). Download the form here.

Note: All five (5) forms should be printed in A4 size paper and signed by the notary public. Entries must be TYPEWRITTEN OR PRINTED LEGIBLY.

2. Death Certificate (the original document must be submitted to the DFA through the Philippine Foreign Post)

Note: For death certificates not in the English language must be supplemented with a document translation.

3. Certificate of Sealing of Casket
4. Autopsy/Embalming Report
5. Photocopies of Passport of the deceased (data pages only)

For filing a ROD of Filipinos abroad (2020 to present), send an email to oca.crd@dfa.gov.ph for the initial verification of death from the Foreign Service Post with jurisdiction in the area where the death took place.  

Fees

The minimal fee for filing a report of death (ROD) at the Philippine Embassy in Kuala Lumpur, Malaysia is RM 96.25 (Php 1197 or USD 23).

Procedure (How to)

1. To get started on filing a Report of Death at the Philippine Embassy in Kuala Lumpur, Malaysia, you will need to book an online appointment first. This is in line with the Malaysian government’s directives in curbing the spread of COVID-19-local transmissions in the country.
2. Go to http://philembassyklappointment.biz/app/public/.
3. Under the consular services section, select ‘Civil Registry’, then choose the most convenient date and time for you, then hit Continue.
4. Fill out the Appointment Form. This will require you to provide your personal information, such as name, birth date, email, cellphone number, and complete address.
5. Review the details before hitting ‘Continue’.
6. An appointment letter will appear on the screen, which you can take a screenshot of or take a photo of. A system-generated notification will also be sent to your email address. Make sure that you are using the email address that you provided when you signed up. You can also check your SPAM folder if you can’t find the mail in your primary inbox or elsewhere as it could have been flagged by your email provider.
7. Go to the Philippine Embassy on your appointed date and time.
8. Make sure to bring all the documentary requirements for filing an ROD.
9. Proceed to the officer-in-charge for the civil registry transactions and submit all the requirements.
10. Pay the fees for the transaction and claim the receipt. Make sure to pay the exact amount in cash as the embassy does not accept cards or other forms of payment.
11. You will be given further instructions on when and how you can check the status of your report of death. It takes about eight months to a year for the PSA to generate a copy of the Report of Death after it has been filed.

Video: How To File a Report of Death

In this Tagalog video tutorial, the vlogger shares an overview of filing a report of death, who needs to file this report, the how-to’s, requirements, and so on. While the video was intended for Filipinos based in Japan, the general process as to how this report is filed is pretty much the same anywhere in the world since the report is coursed through the Philippine foreign post and the DFA, and which the records will be sent to the PSA, the national authorizing agency in the Philippines.

Frequently Asked Questions

Aside from the process of filing an ROD, here are other things that you should know about the process:

How can I have a record of death that happened abroad be made available in the database of the Philippine Statistics Authority (PSA)?

The Report of Death (ROD) should be filed in the Foreign Service Post (Embassy or Consulate) of the country where it happened.

How do I get the dispatch number, reference number, and transmittal date for the registered Report of Death?

You need to show proof of the relationship to the deceased, which can be done by claiming the transmittal details in the Consular Records Division.

What is a dispatch number, reference number and transmittal date that PSA is requiring when requesting a record?

This is the essential information that can be used to track the details of your report on the Foreign Service Civil Registry.

Where can I file for a petition (RA 9048 or RA 10172) to correct a clerical error in the PSA-issued Report of Death?

The petition should be filed with the appropriate Foreign Service Posts. If the petitioner is outside the Philippines, the petition should be filed in the nearest local civil registry office. This will be treated as a migrant petition.

Summary

The death of a loved one can be a challenging time for most people. Despite this, there need to be appropriate measures done to ensure that the event is well documented, particularly for Filipinos overseas. A report of death (ROD) is an important document that Filipinos living abroad will need to file for relatives or loved ones at some point in their lives. This will assist them in documenting the death of a Filipino national and eligibility in availing of services and assistance from the Philippine Embassy and the national government, such as repatriation services and so on.

Hopefully, with the assistance of this guide, you will be able to file a report of death swiftly and easily. In this manner, you can maximize all the benefits that the law provides to all Filipino residents, regardless of where you are in the world.

Upon reaching this point of this guide, do you think you’ve grasped the basics of filing a report of death from your host country? If so, what do you think are the challenges and things that you need to settle first in order to file this report? Let us know what you think by leaving a comment in the section below. Also, don’t forget to share this guide with other Filipinos – friends or family – whom you think will benefit from the information presented in this post.

READ NEXT: Services Offered by Malaysia Philippine Embassy and Overseas Labor Office

Contact Information

EMBASSY OF THE PHILIPPINES, KUALA LUMPUR

Address: No. 1 Jalan Changkat Kia Peng 50450 Kuala Lumpur, MALAYSIA

Tel. Nos. (+603) 2148 4233; 2148 4233; 2148 4654; 2148 4682; 2148 9989; 2148 6528; 2148 6538.

Fax No.(+603) 2148-3576

Duty Officer: (+6017) 347-5487 (+6017) 347-5487

Email: kualalumpur.pe@dfa.gov.ph; webmaster@philembassykl.org.my

Website: www.philembassykl.org.my

Google Map Location